Is an e-signed acknowledgment legally valid?

Yes. Electronic signatures meet the ESIGN Act and UETA standards when intent, consent, attribution, and retention are satisfied; keep an audit trail and retention copy.

Do I need a notary for an acknowledgment?

Typically no; acknowledgments rarely require notarization unless the RFP or jurisdiction imposes a special execution requirement.

What if I received the RFP after the stated deadline?

Document the actual receipt date/time in your acknowledgment and notify procurement promptly to request acceptance or guidance; preserve all delivery evidence.

Can a third party sign on behalf of my company?

Yes if authorized. Ensure the signer has documented authority and include a statement of authorization or attach a power-of-attorney if required.

How should addenda be handled in the acknowledgment?

List any addenda received and request that future addenda be sent to the named primary contact; this ensures you receive all solicitation changes.

How long should we retain signed acknowledgments?

Retain at least for the contract term plus three years; extend retention where federal, state, or industry rules require longer periods.

Acknowledgment of RFP

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

ACKNOWLEDGMENT OF RFP

This Acknowledgment of Request for Proposal ("Acknowledgment") is entered into by the parties identified below to confirm receipt of and the Bidder's intent regarding the referenced Request for Proposal.

WHEREAS

WHEREAS, Issuing Entity: issued Request for Proposal No.: titled: on , setting forth specifications and submission requirements.

WHEREAS, Bidder Name: acknowledges receipt of the referenced RFP and submits this Acknowledgment to confirm receipt, identify a primary contact for communications, and state the Bidder's intent to submit a Proposal in accordance with the RFP terms.

ACKNOWLEDGMENT AND INTENT

By executing this Acknowledgment, Bidder affirms:

a) Receipt of the RFP and all issued addenda; and
b) Intent to: submit a proposal by the RFP submission deadline; not submit a proposal but remain on the distribution list for clarifications and addenda.

PRIMARY CONTACT FOR RFP COMMUNICATIONS

Contact Person Title Phone Email Address

SCOPE OF WORK (AS UNDERSTOOD BY BIDDER)

Scope Description

PAYMENT TERMS

If the Bidder is selected and a contract is awarded, the parties agree that payment terms will be as stated below unless otherwise negotiated in the final contract.

Total Estimated Contract Amount Payment Schedule (milestones, deliverables, or terms) Late Payment Fee

TERM AND TERMINATION

This Acknowledgment becomes effective on the date signed by Bidder below and remains in effect until the earlier of award of the contract, withdrawal in writing by Bidder, or formal rejection of all proposals by Issuing Entity.

Proposed Contract Start Date Proposed Contract End Date Notice Period for Termination

CONFIDENTIALITY

Bidder acknowledges that certain RFP materials and subsequent evaluation information may be designated confidential. Bidder agrees to maintain confidentiality of all information so marked and to use such information solely for purposes of preparing and submitting a Proposal. Confidential information shall not be disclosed to third parties without prior written consent of Issuing Entity, except as required by law. The confidentiality obligations shall continue for a period of years from the date of disclosure.

GOVERNING LAW

This Acknowledgment and any subsequent agreement arising from the RFP shall be governed by and construed in accordance with the laws of the state of , without regard to conflict of law principles.

ENTIRE AGREEMENT

This Acknowledgment constitutes the entire understanding between Issuing Entity and Bidder with respect to acknowledgment of the RFP and supersedes all prior communications and understandings, whether oral or written, related to receipt and acknowledgement of the RFP. No modification shall be binding unless made in writing and signed by both parties.

CERTIFICATIONS AND WARRANTIES

By signing below, Bidder certifies that the individual signing is authorized to submit this Acknowledgment on behalf of the Bidder, that the information provided in this Acknowledgment is true and correct, and that Bidder has not engaged in collusive or anti-competitive practices in connection with the preparation of any Proposal.

Issuing Entity:

By:

Date:

Bidder:

By:

Date:

What an Acknowledgment of RFP Is and when it's used

An Acknowledgment of RFP is a short written confirmation from a potential bidder that the recipient organization has received a Request for Proposal and understands the basic submission requirements. It typically records the RFP identifier, the date and time of receipt, the bidder contact for questions, and whether the bidder intends to submit a proposal. The acknowledgment protects both parties by creating a clear record of receipt, confirming the bidder has access to RFP materials and addenda, and preserving deadlines for subsequent communications or clarifications.

Why acknowledging an RFP matters

A timely acknowledgment creates a documented chain of communication, signals bidder interest, and ensures the bidder receives any addenda or clarifications. It helps procurement teams track respondents and reduces the risk of missed updates or disqualification for procedural errors.

Who typically prepares and receives acknowledgments

Acknowledgments are used by both private and public sector bidders and by procurement offices tracking interested parties.

Bidders and vendors: Confirms receipt, records intent to respond, and provides a single contact for questions.
Procurement officers: Tracks interested parties, distributes addenda, and documents communication for procurement records.
Service providers and subcontractors: Registers interest when required by the primary bidder or RFP instructions.

Use the acknowledgment to centralize contact data and to confirm receipt of RFP materials for audit and fairness purposes.

Essential elements to include in a professional acknowledgment

A concise acknowledgment should include the RFP reference, date/time of receipt, firm name, primary contact details, statement of intent to respond, and acknowledgment of addenda or attachments.

RFP Reference

Record the exact RFP title and number so procurement staff can match the acknowledgment to the solicitation and distribute addenda correctly.

Receipt Date/Time

Capture the date and time received (MM/DD/YYYY HH:MM) including time zone to resolve deadline or dispute questions later.

Company Identification

Provide the full legal entity name and DBA if applicable; mismatched names can complicate vendor registration or proposal acceptance.

Primary Contact

List name, title, phone, and email for the person authorized to receive clarifications and addenda on behalf of the bidder.

Intent to Respond

State clearly whether the bidder intends to submit a proposal or will not respond; partial responses should be described.

Addenda Acknowledgment

Confirm receipt of any known addenda and request that future addenda be sent to the named primary contact.

Required fields and short data checklist

RFP ID: Exact solicitation number

Receipt Timestamp: MM/DD/YYYY HH:MM

Bidder Name: Legal entity name

Contact Details: Phone and email

Response Intent: Yes / No / Conditional

Addenda Status: List numbers received

Step-by-step: completing an Acknowledgment of RFP

Follow a short, repeatable sequence to confirm receipt and preserve deadlines: record, confirm, sign, and distribute.

01

Record details: Enter RFP number, date/time, and contact information immediately upon receipt.
02

Confirm intent: State whether you intend to submit, decline, or need more information.
03

Sign or authorize: Have an authorized representative sign (electronic or handwritten) and date the acknowledgment.
04

Distribute copy: Send to the procurement contact and retain a dated copy for your records.

Customizing an online acknowledgment workflow

Configure a digital template to capture required fields, support eSignature, and auto-send confirmations to procurement contacts.

Template upload	Upload standard acknowledgment PDF or DOCX into your workflow system.
Field placement	Add required fields: RFP ID, receipt timestamp, contact, intent, and addenda list.
Authentication	Choose signer authentication level: email OTP, SMS code, or advanced options when required.
Notification email	Create a recipient email template that includes the RFP reference and copy retention instructions.
Template saving	Save as reusable template and version it when procurement instructions change.

Typical routing for a digital acknowledgment

A standard digital flow minimizes delays: prepare the template, assign fields, send to signer, then record the signed copy.

Prepare: Populate a standard acknowledgment template with required fields and optional instructions.
Assign: Place signature, initials, and date fields for the authorized signer.
Send: Send via email link or secure portal to the designated contact for signature.
Archive: Store signed copy and audit trail in your records management system.

Digital delivery, formats, and integration notes

Choose platforms that support PDF/DOCX formats, reliable audit trails, and integrate with your procurement systems.

Supported formats: PDF and DOCX are standard for acknowledgments
Integrations: CRM/ERP integrations simplify contact and archival
Authentication: Email OTP or SMS code recommended for auditability

Timing considerations and recommended response windows

Confirm any deadlines stated in the RFP; when none are explicit, use internal standards to preserve rights and receive addenda.

Follow RFP instructions:

Always follow the exact acknowledgment deadline stated in the solicitation

Rapid confirmation:

Aim to acknowledge within 24–72 business hours of receipt to ensure addenda delivery

Addendum windows:

Acknowledge promptly to receive any time-sensitive clarifications or updates

Late notices:

If late, state when you received materials and request confirmation of acceptance

Internal SLAs:

Set internal team SLAs for acknowledgment to maintain procurement responsiveness

Common mistakes when preparing an acknowledgment

Omitting the exact RFP number or using an informal reference that procurement cannot match to the solicitation.
Failing to include a clear point of contact, which prevents receipt of addenda and clarifications.
Using an unauthorized signatory or unsigned electronic copy that procurement will not accept under their rules.
Not retaining a dated copy and audit trail, leaving your firm unable to prove timely receipt for protests or disputes.

Risks and consequences of an incorrect acknowledgment

Disqualification: May lead to exclusion from the selection process

Missed addenda: Lack of addenda receipt can render a proposal noncompliant

Bid disputes: Weak recordkeeping increases protest risk

Contract delay: Errors can delay award or start of work

Financial loss: Costs from rework or missed opportunities

Reputational harm: Perceived procedural failures with procurement officials

Real-world examples of acknowledgments in use

These brief examples show how different organizations use acknowledgments to manage procurement communications and maintain records.

Optica Ventures

Optica received multiple complex solicitations and needed consistent tracking across teams.

They used a standardized acknowledgment template to centralize contacts and addenda receipt.
The practice reduced missed updates, ensured timely clarifications, and created a searchable audit trail for later procurement reviews.

Martin Properties

Martin Properties processes numerous RFPs across property portfolios and required mobile execution.

They accepted eSignatures from field teams to acknowledge receipt quickly.
This enabled faster distribution of addenda to bidders, improved vendor communication, and documented timely receipt for procurement audits.

Comparing eSignature options for processing acknowledgments

A neutral comparison of common vendor price and capability points to consider when selecting an eSignature provider for acknowledgments.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions and troubleshooting

Answers to common questions about using, signing, and storing an Acknowledgment of RFP in U.S. procurement contexts.

Need help? Contact support

Is an e-signed acknowledgment legally valid?
Yes. Electronic signatures meet the ESIGN Act and UETA standards when intent, consent, attribution, and retention are satisfied; keep an audit trail and retention copy.
Do I need a notary for an acknowledgment?
Typically no; acknowledgments rarely require notarization unless the RFP or jurisdiction imposes a special execution requirement.
What if I received the RFP after the stated deadline?
Document the actual receipt date/time in your acknowledgment and notify procurement promptly to request acceptance or guidance; preserve all delivery evidence.
Can a third party sign on behalf of my company?
Yes if authorized. Ensure the signer has documented authority and include a statement of authorization or attach a power-of-attorney if required.
How should addenda be handled in the acknowledgment?
List any addenda received and request that future addenda be sent to the named primary contact; this ensures you receive all solicitation changes.
How long should we retain signed acknowledgments?
Retain at least for the contract term plus three years; extend retention where federal, state, or industry rules require longer periods.

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